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Open Text Records Management

Lifecycle management for all enterprise content
A key component of the Open Text ECM Suite, Open Text
Records Management empowers everyone in your organization
to file all corporate holdings according to organizational policies,
managing the complete lifecycle of all corporate records, ensuring
regulatory compliance, and reducing the risks associated with
audit and litigation.
Open Text Records Management provides records management
services to core Open Text ECM Suite components (for example,
Open Text Content Lifecycle Management (CLM), Open Text
Email Management, Open Text File System Archiving) and
Open Text ECM Suite applications (for example, Open Text
Content Lifecycle Management Services for Microsoft SharePoint,
Open Text Extended ECM for SAP Solutions). Open Text
Records Management features are embedded in the interface
of the respective application, enabling users to access records
management functions in the interface with which they are
most familiar. By providing a common records management
service for all forms of information, Open Text Records Management
provides an automated system that removes the complexities
of electronic records management, making the process
completely transparent to your end-users.

Manage enterprise content as a business record.

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Enable centralized and consolidated access

to information
By classifying enterprise content as business records, you are
also identifying the business context and value of corporate
information. Accordingly, the entire records management
process gives organizations a much clearer understanding
of what enterprise content represents. Good enterprise records
management helps to extract maximum value from documents;
making the most of business content. Open Text Records
Management improves access to enterprise records, giving
all users the ability to create, classify, manage, and retrieve
physical and electronic information.

Deploy a solution compatible with multiple

content types and repositories
Business processes are driven by a number of different types
of physical and electronic documents, all of which require proper
management to promote corporate agility and compliance.
Contracts form the backbone of partner and customer relationships.
Transactional content, such as loan applications, customer
complaints, orders, and claim forms move basic back-office
processes. Across all industries, content must be retained for
legally-prescribed time periods, and managed according to
corporate policies.
Open Text Records Management can manage the classifications
and retention schedules of all of these types of content. Add
records management details and metadata, dispositions, holds
classifications, and more to all your content, regardless of
type. To meet the unique retention requirements of different
document types, Open Text Records Management supports
the application of multiple file classifications, holds and retention
schedules to individual records. Content can hold two or more

record classifications, and be retained according to multiple

retention schedules. Combine classifications and schedules to
meet the unique retention and disposition needs of all content.

Minimize corporate risk and costs

Besides coping with different content forms and retention

requirements, enterprises must also manage content in a
variety of storage media and systems. Open Text Records
Management can manage content in a number of different
repositories, including Microsoft SharePoint Server, SAP
applications, and file systems, and supports a mixed hardware
storage environment.

Streamline and automate retention and

deletion processes
Open Text Records Management provides options for classifying
records quickly and easily. Classify records interactively with
a single click, or automatically inherit retention schedules
and classifications by moving records en masse into folders.
Further increase efficiency through automatic import of retention
policies and other data into Open Text Records Management.
Open Text Records Management maps record classifications
to retention schedules, which fully automates the process of
ensuring records are kept as long as legally required, and
assuredly destroyed when that time elapses. When a retention
schedule expires, final decisions can be made to destroy the
object, retain it for a period of time, or keep it indefinitely.

Ensure transparency and accountability

through comprehensive auditing
All activities in the system are fully audited, with detailed logs
maintained, ensuring that all activities are documented. Carefully
track when and which documents are purged from the system,
and generate high-level views of all system activity in case of
litigation or audit.

Control, monitor, and simplify the

disposition process
Powerful disposition automation, reporting, and searching
provide enhanced control and awareness surrounding the
disposition process.
n

Automated dispositioning: Automate the disposition of

records according to organizational requirements.
Detailed disposition reporting: Create full and detailed
listings of records that are ready for review or final disposition,
and route listings to appropriate individuals for review and approval.
Disposition searching: Perform disposition searching
against items. Searching calculates the disposition date
of the items based on the RSI schedule, and returns the
records ready for deletion, archiving, or moving on to the
next stage in their lifecycle.

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Manage physical records

We now have a standard and enforceable
process by which the entire organization
maintains all communications and work
files. Were working efficiently together,
reducing business risks and protecting our
intellectual capital.

Control physical items such as paper records, equipment,

and more.
n

Warehouse management: Box items and send transfers to

internal or offsite storage facilities.

Ensure the preservation of critical records

In the event of litigation, it is imperative that organizations secure
potential evidence from destruction.
Vital record identification: Support vital record identification
and the cycling of vital records based on pre-set periods,
such as monthly, quarterly, and annually.

Official record designation: Ensure enterprise-wide integrity

of all business-critical knowledge by marking documents as
official, thus preventing users from modifying the information
in any way.

Apply legal holds: Suspend retention schedules and protect

content from deletion with legal holds. Apply multiple legal
holds to documents at the same time.

Barcode label management: Support the use of XMLbased color labels and barcode labels for physical records
such as folders, boxes, and shelves.

Embed records management into Open Text ECM Suite

applications: Open Text applications such as Open Text
Email Management, Open Text Content Lifecycle Management
Services for Microsoft SharePoint, and Open Text Extended
ECM for SAP Solutions enable organizations to seamlessly
embed records management into the applications used
every day, without changing the way users access and work
with content.

Circulation management: Allow users to borrow, request

for future borrowing, and pass either single or multiple records
in a single step. Users can box items and send transfers to
internal or offsite storage facilities.

Extend records control into external repositories

Extend records management initiatives across all corporate
information repositories.
Fully integrate archiving: Enable the long-term storage of
records in a compliant storage environment. Use the stages
in a records lifecycle or changes in the records status to
automatically migrate it to different storage media.

Extract records into a secure, centralized repository:

Manage records in external repositories as in place, or
physically extract and automatically replace records with
shortcuts, enabling secure content archiving in a centralized,
compliant storage environment while still allowing end user
access directly from application.

www.opentext.com

Visit online.opentext.com for more information about Open Text solutions. Open Text is a publicly traded company on both NASDAQ (OTEX) and the TSX (OTC). Copyright 2010 by Open Text Corporation. Open Text and The Content Experts are
trademarks or registered trademarks of Open Text Corporation. This list is not exhaustive. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved. 10PROD0115EN